**APPROVED MINUTES**
Mason, Michigan
May 13, 2008
The Board of Ingham County Road Commissioners met for a regular meeting on Tuesday, May 13, 2008, at 6:00 P.M. in the Board Room of the Ingham County Road Commission’s Austin E. Cavanaugh Administration Building located at 301 N. Bush Street, Mason, Michigan.
Present:
Larry R. Smith, Chair, Joseph A. Guenther, Vice Chair, and Shirley M.
Rodgers, Member.
Also Present:
William M. Conklin, Managing Director, Deborah L. Bellows, Secretary to
the Board, Robert H. Peterson, Director of Engineering, and James L. Charles,
Interim Director of Operations.
Others Present:
Raymond O. Severy, Meridian Township Director of Engineering and Public
Works, Cheryl Fritze, Okemos Resident, Lynne Page, Okemos Resident, Will
Comstock, Eastern District employee, Tim Bashore, Metro District employee,
Daniel J. Chapman, Engineering Department employee and OPEIU Local 512 Chief
Steward, Duane E. Yerks, Fleet Manager and SEIU Local 517M President, and
Richard Phillips, Construction Engineer.
AGENDA ITEM #4 – CONSENT.
Moved by
Commissioner Guenther and Supported by Commissioner Rodgers, that the following
items be approved under consent:
A. Agenda Item #5 – Minutes.
B. Agenda Item #6 – Routine and Special
Permits.
C. Agenda Item #11A – Accounts Payable.
3 yes, 0 no. Motion carried unanimously.
Agenda Item #5 – Minutes.
Moved by
Commissioner Guenther and Supported by Commissioner Rodgers, that the minutes
of the meeting of April 29, 2008, be approved as presented. 3 yes, 0 no. Motion carried unanimously.
Agenda Item #6 – Permits.
Moved by
Commissioner Guenther and Supported by Commissioner Rodgers, that routine
permits be approved as follows:
08-0134 08-0148 08-0150 08-0152 08-0153 08-0154
08-0156 08-0157 08-0158 08-0159 08-0160 08-0162
08-0163 08-0164 08-0165 08-0167 08-0168 08-0169
08-0170 08-0171 08-0172 08-0173 08-0174 08-0175
08-0176 08-0178 08-0179 08-0180 08-0181 08-0182
08-0183 08-0186 08-0187 08-0188 08-0189 08-0190
08-0109 08-0144 08-0145 08-0146 08-0149 08-0151
08-0155 08-0161 08-0192 08-0193 08-0194
3 yes, 0 no. Motion carried unanimously.
Agenda Item #11A – Accounts Payable.
Moved by
Commissioner Guenther and Supported by Commissioner Rodgers, that the accounts
payable for the two week period of April 7-20, 2008, be approved as
follows: check numbers #90663 through
#90744, totaling $236,331.94. 2 yes, 0
no. Motion carried unanimously.
AGENDA ITEM #10B – LANSING
TOWNSHIP REQUEST FOR VARIANCE TO TREE PLANTING STANDARDS.
Charles R. Owens
and Amy Mazure of C2AE (formerly DLZ) were present for this discussion. C2AE has requested, on behalf of Lansing
Charter Township, a variance to the Road Commission’s tree planting policy in
order to landscape the Eastwood Center area.
Mr. Owens stated
the township is requesting to plant ornamental trees between the existing curb
and existing walk on Wood Street, Lake Lansing Road, Sam’s Way, and Chamberlin
Drive. He said the Township will pay
for the trees and their upkeep. Mr.
Owens said this will area will eventually be a highly pedestrian corridor and
the trees are an attempt to keep the pedestrians safe.
Director of
Engineering Bob Peterson said the Road Commission’s tree planting policy was
adopted in 1996 as an amendment to the Rules for Plat Street Development (1987
edition). The policy was developed in
accordance with the AASHTO Policy on Geometric Design of Highways and Streets
(Green Book) publication and the AASHTO Roadside Design Guide in effect at the
time. Although the policy was initially
an amendment to our new public road rules, the provisions of the policy have
been applied to all tree planting requests.
Mr. Peterson said
that the American Association of State Highway and Transportation Officials
(AASHTO) road design guidelines have been the road
designers resource manual since the 1950’s.
The various AASHTO committees continually study their guidelines to make
sure the publication is current and relevant.
Every responsible road design engineer considers the Green Book design
guidelines when designing roads. In
fact, the Federal Highway Administration (FHWA) requires that the engineer of
record for federally funded projects certify that the design is in accordance
with the AASHTO guidelines.
Mr. Peterson said
that Lake Lansing Road and Wood Street are urban arterials with a posted speed
limit of 35 mph, except at the roundabouts.
Both the roundabouts have a 15 mph speed advisory panel at their
entrances. Sam’s Way and Chamberlin
Drive are local roads with a posted speed limit of 25 mph. He said the issues at hand are whether it is
appropriate to allow trees to be planted along Lake Lansing Road, Wood Street,
Sam’s Way, and Chamberlin Drive closer than is allowed by our current policy,
given the current AASHTO guidelines and the arguments presented in the official
request received from C2AE, which was provided the Board with this material.
Mr. Peterson said
that there have been two editions of the Green Book published since the 1994
version that was used to develop the Road Commission’s policy. Having read the Green Book extensively, Mr.
Peterson said that AASHTO currently looks upon trees as an amenity to a roadway
that have a small role in providing for the health, safety, and welfare of the
public. He said that while many would
argue that role is larger, we must not forget the safety trade-off of those
trees. That being said, there is a
place for trees in the right of way along certain roadways and AASHTO has
addressed that issue. The recent
edition states: “Trees are acceptable
along local streets where speeds are low (40 mph or below), where curbs are
present, and where adequate sight distance is available from intersecting
streets and driveways.” That particular
excerpt is stated within the argument for a variance. That statement is clear and unambiguous.
Mr. Peterson went
on to explain that trees are both desirable and detested for what they bring to
the roadway landscape. A tree lined
roadway with canopies that continually shade the road causes premature pavement
deterioration and there is no doubt that a treeless roadway is safer, but at
what cost. Ultimately, the members on
the AASHTO committee decided that it could be okay on certain local roads, but
they conditioned the approval on other circumstances.
Mr. Peterson stated
that the township’s variance argument (within the consultant’s letter of
request submitted to the Board for this agenda item) contains other arguments that are out of context. Many of the remaining arguments are meant
for urban centers, like downtown Lansing or city centers with slow speeds and
tight spaces that may have evolved to what they are today from the age of horse
and buggies. Many new community designs
are trying to mimic those old city centers (called new urbanism or
neo-traditional neighborhood design), but those designs are not appropriate
along arterial roads that are meant to collect and convey traffic from the
neighborhoods to the freeway system.
Mr. Peterson said
the USA perspective relative to roundabout design, signing, and landscaping has
changed a great deal since the on-set of modern roundabouts in the late
1990’s. The conventional thought today
is that landscaping is allowable and even encouraged in areas to focus the
driver’s attention to only the sight-lines that they need to use the roundabout
safely. The roundabout sight-line issue
is addressed in the variance argument and makes a convincing argument.
Finally, Mr.
Peterson said he would recommend allowing the tree planting variance along
Sam’s Way, Chamberlin Drive, and in proposed locations around the two
roundabouts. The posted speeds are low
or controlled and in accordance with the AASHTO guidelines in those areas. He said he would recommend denial of the
tree planting variance request along Lake Lansing Road and Wood Street, except
in proposed locations, around the two roundabouts, that meet the sight distance
requirements. The purpose and safety
aspects of these two roadways have to be the Road Commission’s highest concern. Mr. Peterson said he would also encourage
the township to relocate the proposed trees along these roads from between the
curb and sidewalk, 8 feet or so, to behind the sidewalk, outside the road right
of way.
RESOLUTION
APPROVING IN PART THE REQUEST OF LANSING CHARTER TOWNSHIP FOR A VARIANCE FROM
THE INGHAM COUNTY ROAD COMMISSION’S TREE PLANTING POLICY FOR THE EASTWOOD
CENTER AREA.
RESOLUTION #035-08
Moved by
Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that
upon recommendation of the Director of Engineering the Board approves in part,
and denies in part, the request of Lansing Charter Township for a variance from
the Road Commission’s tree planting policy as follows: The Board will allow the tree planting
variance along Sam’s Way, Chamberlin Drive, and in proposed locations around
the two roundabouts. The posted speeds
are low or controlled and in accordance with the AASHTO guidelines in those
areas. The Board denies the tree
planting variance request for the area along Lake Lansing Road and Wood Street,
except in proposed locations, around the two roundabouts, that meet the sight
distance requirements. The Board hereby
encourages the township to relocate the proposed trees along these roads from
between the curb and sidewalk, approximately 8 feet or more, to behind the
sidewalk, outside the road right of way.
AGENDA ITEM #8 –
PRESENTATION OF PRELIMINARY DESIGN FOR THE OKEMOS ROAD ENHANCEMENT PROJECT.
Meridian Township
Director of Engineering and Public Works Ray Severy, was present and submitted
to the Board, the preliminary plans for the Okemos Road Enhancement project.
Mr. Severy said
there appears one unsolved issue regarding the proposed colored concrete. This particular item is most desirable by
the township board and has been included in the preliminary plan. Other proposed enhancements are landscaping
at intersections, street trees, two benches and trash receptacles at bus stop
locations and wherever else possible, and sidewalk lighting. The cost estimate received from Consumers
Energy for the lighting was unusually low and Mr. Severy said he would be
contacting them to verify the estimated cost figures.
Chair Smith asked
which intersections are proposed to be landscaped. Mr. Severy said Kinawa and Bennett, Science Parkway, and Mt. Hope
Road. There may be additional money
available and if so, a fourth intersection will be landscaped and more street
trees will be planted. In response to
questions by the Board, Mr. Severy stated the landscaping at intersections
would consist of plants and/or flowers and those will be put behind the
sidewalks and will be maintained by the township. Director of Engineering Bob Peterson stated those plantings
should be salt tolerant and hearty to withstand foot traffic. Mr. Severy stated everything is shown on the
plans.
Board members were
unanimous that they do not fully support colored concrete. The material used and how well it will hold
up under Michigan’s changing climates and snow and ice removal operations is
dependent upon the Board’s support of this item. Commissioner Rodgers said that this Board has consistently said
it was not too excited about colored concrete if there is a potential to impact
the surface, yet the township has pursued it in spite of the Board’s concerns.
Mr. Severy said the
different methods are being looked at in response to the Board’s concerns. One possibility is a method called acid
etching. Commissioner Rodgers asked Mr.
Severy if he interpreted the Board’s resistance to be a concern, not that they
just don’t like it? Mr. Severy said
yes. Mr. Severy indicated it is the
township’s desire for colored concrete.
Commissioner Rodgers said that she, not unlike most drivers, is
accustomed to roads being a certain way along 45 mph stretches of road. She is not into the colored concrete and
believes it will distract drivers, but possibly not in a good way. Commissioner Rodgers said she would have to
be persuaded and be able to relate this to ordinary every day driving
circumstances, not engineering reasons.
Commissioner
Rodgers asked why the enhancement isn’t for the entire length of Okemos Road
from Jolly Road to Mt. Hope? Mr. Severy
said there is not enough money from the grant to do the entire stretch; and
there is more right of way to work in from Bennett/Kinawa to Mt. Hope. Maybe at some point in the future additional
funding can be secured. He said ideally
the area would be all the way from Jolly Road to Grand River Avenue.
Commissioner
Rodgers stated an application could have been made to MDOT for modifications to
the grant and if the township wasn’t concentrating so much on landscaping of
those four intersections, there could have possibly been a modification to the
plans to include a larger portion of Okemos Road. Mr. Severy stated that would be a possibility if the degree of
landscaping were to be modified. He
indicated the plans were previously modified and an increase in the amount of
grant funds was approved. He reiterated
that because of the lower cost of the street lights, the project can be
modified some.
Commissioner
Rodgers asked what the proposed start date is for this project and how long
before the funds are lost if work does not proceed. Mr. Peterson stated the project has already been postponed for
four years.
Vice Chair Guenther
stated he did not believe this Board would allow the poles for the street
lighting to be placed between the street and the sidewalk. He also said he does not like the concept of
colored concrete. Commissioner Guenther
stated that until it can be proven that it can adhere to the concrete for the
life of the roadway, he will be opposed to it.
He said that overall, he is not too happy with the proposed design.
Chair Smith said he
believes there are way too many trees planned and maneuvering the various
driveways will be difficult, at best.
All of the trees currently located near Mt. Hope by Central School cause
enough of a problem with the driveways as it is. He said he cannot believe the architects bunched up so many trees
at the intersections.
Chair Smith opened
the floor for public comment.
1. Cheryl Fritze, 2207 White Owl Way, Okemos. Ms. Fritze said she is
confused. Benches located at the
intersections baffles her and she is not a fan of having trash bins at these
locations. Ms. Fritze said she thought
the only location for benches that would make sense would be at the bus stop
locations. She said she is hesitant to
see the township maintaining the trash receptacles because they don’t do a very
good job maintaining anything they currently have. She said she is concerned that with the amount of traffic there
is on Okemos Road, the benches would give people a sense of security and would
tend to congregate at those locations.
Especially kids. This could be
putting people’s wellness in jeopardy.
Ms. Fritze asked where the township got the right of way on the east
side of the road for poles, trees, etc?
2. Lynne Page, 3912 Raleigh Drive, Okemos. Ms. Page said she echoed
Ms. Fritze’s comments. She said she
does not believe the proposed bench locations are safe ones. She said the township encourages mass
transportation, yet there is no plan for beautification around the bus
stops. Some of the residents have put
out old plastic chairs. It would seem
to make more sense to have benches located at the bus stops. Ms. Page asked if there would be a
conceptual walk-through of the proposed enhancements with a written narrative
for the public to look at?
Ms. Page asked
where the right of way is on the east side of Okemos Road? She stated that the sidewalk nearly touches
the outlot at the entrance to Briarwood Subdivision. Ms. Page asked if the proposed street lighting is in addition to
what currently exists, instead of, or both?
Mr. Peterson indicated they are pedestrian lights and are in addition to
what already exists. Ms. Page said they
appear to be significantly less in height.
Mr. Severy said they are 14 foot mounted height.
Ms. Page said it
would make sense that given the 2005 reconstruction of Okemos Road, the
assisted living facility, the Delta Dental expansion, and the Jackson National
Life expansion, the speed limit on Okemos Road should be lowered to 40 along
this stretch of road.
Chair Smith said he
heard there would be bulbouts in the curbing.
Is it in these plans? Mr. Severy
stated not at this point. He said the
township board was interested in having them installed, but the Road Commission
was not in favor of them, so they are not included in this preliminary design.
Ms. Page said it
would seem to her that since there is a pedestrian island at Mt. Hope, that the
decorative plantings would be placed in there instead of the mess that is there
now.
Chair Smith asked
Mr. Peterson his thoughts. Mr. Peterson
said that in looking at the proposed design strictly from an engineering point
of view, he does not know what difference colored concrete will make and he is
not crazy about using it. Commissioner
Rodgers stated she has seen it used, but in warmer climates. She wondered if anyone in Minnesota or
Wisconsin has ever used it and what their experience has been. Chair Smith asked who would pay for any
touch up that may be required in the future?
Mr. Severy said the township will be responsible for maintaining the
colored concrete. He indicated the
grant requires the product to be viable for long term.
Managing Director
Bill Conklin stated the color in the colored concrete will be earth tones. He said the closest location where this type
of enhancement has been used is in the suburb of Burkley, Michigan. Typically, locations where this type of
enhance is used is where the speed limits are 35/20/25. The particular enhancement in this area is a
brickscape. This type of enhancement
might lend itself to traffic calming and is compatible with a lower speed
limit. Mr. Conklin stated that speed
limits are set by the Michigan State Police.
Participants in the speed study include the governing municipality and
the county road commission, but the domain of changing speed limits rests solely
with the Michigan State Police.
Ms. Page suggested
it may be worthwhile to initiate the process for lowering the speed limit on
Okemos Road with the Michigan State Police.
Mr. Conklin stated that the number of driveways along Okemos Road is not
unusual for a roadway of this type and a speed limit of 45 mph would be
typical. Vice Chair Guenther said
neither the Road Commission nor the township have any say in raising and
lowering speed limits. They are participants
in the speed study conducted by the Michigan State Police, but that is about as
far as it goes. He said we should be
very careful here of what we ask for, because it is very likely that the report
would come back to raise the speed limit.
This concluded
discussion of the preliminary design for the Okemos Road Enhancement project.
AGENDA ITEM #7 – MANAGING
DIRECTOR REPORTS.
A. Haslett Beautification Committee. Managing Director Bill Conklin stated that
the Haslett Beautification Committee performed some landscaping improvements
during the past few years in the downtown Haslett area. They have contacted the Road Commission
requesting the replacement of rose bushes that were lost as a result of the
Road Commission’s 2007 Marsh Road project.
Apparently the rose bushes were dug up in an effort to save them, but
they didn’t survive. The Committee has
asked that the Road Commission reimburse them $700 to replace the rose
bushes. Mr. Conklin stated that
typically the permit language is such that the permittee is responsible for any
loss since what they are doing is in the Road Commission’s right of way. Director of Engineering Bob Peters stated
the permit that was issued to this group was very clear that the group would be
responsible for any relocation that may be required. Mr. Conklin recommended that based on the language of the permit,
the request be denied.
Vice Chair Guenther
said he recalled there were several meetings with this group and he thought it
was made very clear to them that if they were going to be allowed to put
plantings in the road right of way, that they would be responsible for any
relocation that may be required due to construction activities. Mr. Peterson said he met with them well in
advance of the Marsh Road project and they were aware of the project and that
the plantings would either need to be relocated, or would be lost due to
construction.
RESOLUTION DENYING
REQUEST OF HASLETT BEAUTIFICATION COMMITTEE TO REIMBURSE FOR LOST ROSE BUSHES.
RESOLUTION #036-08
Moved by
Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that
upon recommendation of the Managing Director, the Board denies the request of
the Haslett Beautification Committee to reimburse it in the amount of $700 for
the replacement of rose bushes it lost during the 2007 Marsh Road construction
project. The rose bushes were planted,
by permit, in the right of way. The
language contained within the permit is clear that the permittee is solely
responsible for relocation and/or replacement of anything planted within the road
right of way. The Haslett
Beautification Committee was given ample notice of the upcoming construction
project to remove and/or relocate its rose bushes.
2. Damon Road Turnaround. Mr. Conklin stated that in 1996, the Board
entered a Cul-de-Sac Construction Agreement with developer Bob Templeton, for a
possible future turnaround at the end of Damon Road in Williamstown
Township. A monetary deposit was placed
on file with the Road Commission to cover the cost of construction. Mr. Templeton has requested the return of
his money and has scheduled an appointment with the Board at its next meeting
to discuss the issue. Staff does not
recommend the release of the funds.
Motorists turn around in private driveways and it may now be necessary
to construct the cul-de-sac. Additional
information will be provided the Board for the next meeting.
3. The May 27th Board meeting
has been rescheduled to begin at 5:00 P.M.
Chair Smith explained that the Board’s legal counsel wishes to speak
regarding the pending labor contract negotiations and has a commitment before
the county board that evening. He
stated he agreed to reschedule the meeting an hour earlier in order to
accommodate Mr. Cohl’s schedule.
4. Marsh Road Improvements. Mr.Conklin stated that the Clinton County
Road Commission is planning improvements on Marsh Road beyond the county
line. They have asked if the Ingham
County Road Commission would like to join them in a joint agreement between the
two road commissions and extend the improvements on Marsh Road from the county
line to Towner Road. This would give a
smooth transition from county to county and Mr. Conklin stated the condition of
the road in Ingham County is poor. The
estimated cost for the portion in Ingham County is $53,000 to resurface the
road. If the Board would be amenable to
this project, he will have additional information at a future meeting. The Board said it would entertain the idea.
AGENDA ITEM #9A – AWARD OF
PROPOSAL #1526.
Interim Director of
Operations Jim Charles recommended award of Proposal #1526 for emulsified
asphalt SS-1h, HFRS-2, and HFRS-2M, for which bids were received on April 22nd. For the product SS1h, Mr. Charles
recommended award to the highest bidder, Asphalt Materials Company because they
have local pickup availability at the Spartan Asphalt plants in Lansing and
Jackson. Due to the ever increasing
cost of fuel, it would not be cost effective to travel further away to pick up
material at the other locations. Mr.
Charles said it is his understanding that Asphalt Materials Company has
purchased both the Lansing and Jackson plants previously owned by Spartan
Asphalt.
RESOLUTION
AUTHORIZING AWARD OF PROPOSAL #1526 FOR EMULSIFIED ASPHALTS.
RESOLUTION #037-08
Moved by
Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that
upon recommendation of the Interim Director of Operations, the Board authorizes
award of Proposal #1526 for all three emulsified asphalt designations to
Asphalt Materials Company for its prices as bid.
AGENDA ITEM #9B – AWARD OF
PROPOSAL 1527.
Interim Director of
Operations Jim Charles reviewed his recommendation for award of Proposal #1527
for slag 29A and crushed natural aggregate 29A. He said he recommended rejection of the low bid from Gerken
Materials for slag because the material does not meet specification for blast
furnace slag. He said he would also
recommend rejection of the second low bid from Sunrise Aggregate because the
bidder is unable to verify whether the material is blast furnace slag. Mr. Charles recommended award to the then
highest bidder, Burroughs Materials. He
recommended that the Road Commission purchase enough of the slag material from
Sunrise Aggregate to chip seal one mile of Kane Road between Howell Road and
Dennis Road as a comparison test. Mr.
Charles said he would recommend award of the crushed natural aggregate to the
only bidder, Sunrise Aggregate.
RESOLUTION
AUTHORIZING AWARD OF PROPOSAL #1527 FOR SLAG 29A AND CRUSHED NATURAL AGGREGATE
29A.
RESOLUTION #038-08
Moved by
Commissioner Rodgers and Supported by Commissioner Guenther. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that
upon recommendation of the Interim Director of Operations, the Board authorizes
award of Proposal #1527 to Burroughs Materials for the slag 29A material; and
to Sunrise Aggregate for the crushed natural aggregate material.
AGENDA ITEM #9C – AWARD OF
PROPOSAL #1528.
Interim Director of
Operations Jim Charles recommended award of Proposal #1528 for helically
corrugated steel pipe to the low bidder, Contech Construction Products of
Mason, for their overall low bid prices for all pipe sizes.
RESOLUTION
AUTHORIZING THE AWARD OF PROPOSAL #1528 FOR HELICALLY CORRUGATED STEEL PIPE.
RESOLUTION #039-08
Moved by
Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that
upon recommendation of the Interim Director of Operations, the Board authorizes
the award of Proposal #1528 for helically corrugated steel pipe to the low
bidder, Contech Construction Products of Mason, for its overall low bid prices
for all pipe sizes.
AGENDA ITEM #9D – AWARD OF
PROPOSAL #1529.
Interim Director of
Operations Jim Charles reviewed his recommendation for award of Proposal #1529
for corrugated polyethylene pipe to the low bidder, Advanced Drainage Systems
of Owosso for its overall low bid prices for all pipe sizes.
RESOLUTION
AUTHORIZING AWARD OF PROPOSAL #1529 FOR CORRUGATED POLYETHYLENE PIPE.
RESOLUTION #040-08
Moved by
Commissioner Rodgers and Supported by Commissioner Guenther. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that
upon recommendation of the Interim Director of Operations, the Board authorizes
the award of Proposal #1529 for corrugated polyethylene pipe to the low bidder
Advanced Drainage Systems of Owosso for their overall low bid prices for
various pipe sizes.
AGENDA ITEM #10A – MDOT
CONTRACT FOR BARNES ROAD PROJECT.
Director of
Engineering Bob Peterson reviewed and recommended approval and signing of the
contract with MDOT for the proposed 2008 improvements on Barnes Road from
Aurelius Road to College Road.
RESOLUTION
AUTHORIZING ENTERING INTO A CONTRACT WITH THE MICHIGAN DEPARTMENT OF
TRANSPORTATION FOR REHABILITATION WORK ALONG BARNES ROAD LOCATED IN AURELIUS
TOWNSHIP.
RESOLUTION #041-08
Moved by Commissioner Guenther and
Supported by Commissioner Rodgers. 3
yes, 0 no. Resolution carried
unanimously.
WHEREAS, a Contract has been presented
to the Board of Ingham County Road Commissioners for approval by and between
the Michigan Department of Transportation (herein referred to as the
Department) and the Board of Ingham County Road Commissioners (herein referred
to as Requesting Party); and
WHEREAS, in said Contract the Department
and the Requesting Party agree to the following improvements:
Rehabilitation
work along Barnes Road from Aurelius Road to College Road, including shoulder
widening, sight distance improvements, grading, drainage improvements, concrete
curb and gutter, hot mix asphalt paving, pavement markings, and slope
rehabilitation work, and all together with necessary related work.
WHEREAS, the Requesting Party is fully
cognizant of the terms and conditions of the Contract as prepared and presented
by the Department.
NOW THEREFORE BE IT RESOLVED that the
Requesting Party authorizes its Chair and its Secretary to execute this
Contract on behalf of the Requesting Party; and
BE IT FURTHER RESOLVED that the total
estimated cost for this project is as follows:
Job Number 74626 Control
Section STL 33030
MDOT Contract No. 08-5174 Project
No. STP 0833(017)
Federal Item No. RR 6365 CFDA
No. 20.205
CONTRACTED WORK
Estimated Cost $ 565,900
Grand Total Estimated
Cost $ 565,900
Less Federal
Funds $ 452,700
Balance
(Requesting Party’s Share) $ 113,200
NO DEPOSIT REQUIRED.
BE IT FURTHER RESOLVED that the Requesting Party
has designated Mr. Richard Phillips as project engineer:
Business
Address: 301 Bush Street, Mason, Michigan 48854
Telephone
Number: 517/676-9722
AGENDA ITEM #10C – REVISED
PLAN FOR DUNCKEL ROAD EXTENSION.
Director of Engineering Bob Peterson reviewed the revised plan for Dunckel Road extension located in Delhi Charter Township. He indicated that in March the Board granted preliminary site plan approval for the proposed extension; however, the Road Commission has received a revised plan which includes the addition of a “T” intersection at the southwest corner of the site. The thought behind this addition is that it will better enable Dunckel Road to be extended to serve properties further to the south along with helping to control vehicle speeds. Mr. Peterson indicated the revised roadway layout meets our standards and he would recommend approval of the revision.
RESOLUTION APPROVING THE REVISED LAYOUT FOR THE
DUNCKEL ROAD EXTENSION LOCATED IN DELHI CHARTER TOWNSHIP.
RESOLUTION #042-08
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. 3 yes, 0 no. Resolution carried unanimously.
BE IT RESOLVED that upon recommendation of the
Director of Engineering, the Board approves the revised road layout design for
Dunckel Road Extended located in Delhi Charter Township. The proprietor is Dart Container.
AGENDA ITEM #11B –
SELECTION FOR DISTRICT SUPERVISOR VACANCIES.
Managing Director Bill Conklin stated that 17 employees submitted resumes for the two district (Metro and Western) supervisor vacancies. All 17 were interviewed. Mr. Conklin stated we have experienced and talented people here and given their experience in supervision, he would recommend promoting Charles Davis to fill the Western District supervisor vacancy, and Bob Guevara to fill the Metro District supervisor vacancy. Mr. Conklin also recommended opening and advertising internally for the now vacant assistant supervisor vacancies these promotions will create in the respective districts.
Commissioner Rodgers stated that in the past when the Board is given information for hiring individuals, they have been given additional information other than just the memo from the Managing Director. She said they have gotten copies of the resumes and/or applications of the people being recommended for hire. She continued that she had asked at the time when she first started why they got so much information because it wasn’t anything she had been accustomed to getting on prospective hires. It was explained to her that this is what the Board has requested in the past. She asked why this information was not provided for these two supervisor candidates.
Mr. Conklin stated he was not aware of what has been done in the past, but would think that would be done with outside applicants. With internal candidates perhaps it is assumed the Board knows who the individuals are and that it isn’t necessary. Commissioner Rodgers said that is not the case with her since she has only been here a little over a year, she does not know current employees that well. Mr. Conklin gave a brief history of each supervisor candidate. Commissioner Rodgers asked to continue the process in the future for internal candidates as well, but it would not be necessary for her to review those resumes now. She said for all future employee candidates, whether internal or from the outside, she would like to see documentation in support of the recommendation to hire.
RESOLUTION APPROVING THE FILLING OF THE VACANT DISTRICT SUPERVISOR VACANCIES AT THE WESTERN DISTRICT AND METRO DISTRICT.
RESOLUTION #043-08
Moved by Commissioner Guenther and Supported by Commissioner Rodgers. Commissioner Smith, yes, Commissioner Guenther, yes, Commissioner Rodgers, abstain. Resolution carried.
BE IT RESOLVED that upon recommendation of the Managing Director, the Board authorizes the vacant Western District Supervisor vacancy be awarded to current Assistant Supervisor Charles W. Davis; and that the vacant Metro District Supervisor vacancy be awarded to current Assistant Supervisor Roberto R. Guevara.
Moved by Commissioner Guenther and Supported by Commission Rodgers for discussion, that the now vacant Assistant Supervisor positions in the Western and Metro Districts be opened internally.
Discussion on the Motion:
Vice Chair Guenther asked the Managing Director if it is his recommendation to have a full staff of 3 supervisors and three assistants at the three district garages? Mr. Conklin said yes. Vice Chair Guenther stated that the Managing Director had mentioned other options at the last meeting. Mr. Conklin stated yes, he had mentioned the co-supervisor idea. He said he has discussed this at length at the management level and he has decided that it won’t work very well. This was explored in depth with management and supervisory staff and he has come to the conclusion that there are more cons than pros to the idea. Vice Chair Guenther said okay, but he wishes the Managing Director would have at least told the Board ahead of time of this decision not to pursue the co-supervisor idea because he has been thinking about it for two weeks. In the future, if the Managing Director could at least send them an email letting them know if he has changed his mind on some of the thoughts expressed verbally.
Commissioner Rodgers asked why we are only posting the assistant supervisor positions internally when the supervisors’ contract does not require us to do an internal posting.
Mr. Conklin stated that one of the things he has heard that hurt morale around this Road Commission more than anything else during the last several years was hiring from the outside for these positions. He said that in his four months here, he has come across most all of the staff here and he has found that this Road Commission is blessed with a very capable, intelligent, hard working and dedicated staff and, frankly, he doesn’t think he can find better qualified candidates for these positions than the staff we have right here. Mr. Conklin said he would like to cultivate the progression of staff in their professional careers by promoting them from within rather than snubbing them and going outside the organization to fill positions.
Commissioner Rodgers stated that in response to that, one of the things that has been said to her by county commissioners, public citizens, and elsewhere, is the fact that this Road Commission does not represent the population of the County in terms of the make up of the people who work here. So, if we don’t open these positions up to the outside and continually hire from within, then as our new Managing Director, Mr. Conklin needs to tell her how he intends to address that concern; because we will only continue to be incestuous in our hiring practices when we only look within, and that is a big issue for her, so Mr. Conklin will need to tell her how he intends to represent women and minorities if we are only promoting from within. Commissioner Rodgers said she could be wrong, and this will need to be addressed for her at some point in the future.
Vote on the Motion: 3 yes, 0 no. Motion carried unanimously.
AGENDA ITEM #11C – VOTE FOR AMENDMENTS TO THE
CRAM CONSTITUTION AND BYLAWS.
The Board voted on the public relations education committee and the teleconferencing for meetings, but withheld vote on the service charges pending additional information.
AGENDA ITEM #12 – BOARD UPDATES/COMMENTS.
1. Commissioner Rodgers asked the status of summer seasonal positions. Mr. Conklin stated he would have a statistical report for the next meeting.
No public comment was offered. The meeting adjourned at 8:20 P.M.
Larry R. Smith, Chair Deborah L. Bellows, Secretary to the Board